St. George’s Students’ UnionMeeting of the Senate VIII

MINUTES

14th June 2016

H2.7&8

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* * *I. Business

a. Apologiesb. Minutes from the previous meetingc. Matters arisingd. AOB

II. Reportsa. Top 4b. Representation Officersc. BSc Biomedical Scienced. Masters Biomedical Science e. Bsc Healthcaref. Physiotherapyg. Paramedic Scienceh. PgDip Physicians Associatesi. Medicine

III. Agendaa. SU Elections & Handover circlesb. Year Rep Handoversc. Well done!!

IV. AOB

V. Important Datesa. SU Elections Results – Friday 17th June – 7pm

VI. Date of next meetingNext academic year for those of you staying on!!

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ApologiesAlice Walker-Earwicker Malvika SubramaniamBihu MalhotraEleanor CartwrightJinnie ShinAllison RyanNeesha SoniMarcella VaselliChloe SearleDavid Trennery

Jonathan FrostSusana VeigaEdmund GrouseGabriela BarzykSunil SinghMohnisha AhujaIoana BulzLaura AmarinChetualla LewisMonika BhardvaMalaeka Batool

AttendanceKat Telford Vice President: E&W KTRuth Varney General Secretary RVVafie Sheriff Representation Officer VS

Sam Brown MBBS5 Y1 SB

Johnathan Hirniak MBBS5 Y1 JHRam Patel MBBS5 Y2 RPRanvir Cheema T year GEP RCAnya Polak T year GEP APAgnes Okanlawon T year AOCatherine Dakin P year CDShahir Ali Biomed Y2 SAlBismill Mushtaq Biomed Y2 BMuMariah Koranteng-Ayisi Biomed Y3 MKAZahra Arzoky Biomed Y3 ZAZoe Cheung MSci Y3 ZCSam De Neijs VP E&W candidate SDNFrancesca Harris GenSec candidate FH

Minutes of the previous meetingPassed

AOBLibrary Feedback

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Action PointsFrom Before March: Kat to organise Wine & cheese night for year reps COMPLETED3rd Year Healthcare to meet Kat about Grad Ball COMPLETEDGEPs to send formal report of all AV issues experienced with details to Kat to be escalated higher ONGOINGAll reps to feedback on LadCulture observed on campus and any ideas how to reduce it. COMPLETEDKat and 2nd year physios to ensure the issue of resits being very close to the new year is raised at next course committee. ONGOINGKat to find out how to best get through displeasure with concept of mandatory lectures. COMPLETEDT year to send 2nd year details for sponsorships (EOY Ball has changed plans) VOID

From May:Kat to send email asking for when the academic year ends. COMPLETEDKat to get in contact with exams regarding the content mismatch issue. VOIDKat to meet with INTO Reps in regards to USMLE exam preparation issues. ONGOINGAll Year Reps to Georges Pantomime Promote Far & Wide VOIDAll Year Reps to Promote JDCD Poll Far & Wide COMPLETEDAll Year Reps to collate feedback from cohorts about the change in library layout. Feedback should include new ideas about how to further improve the library. Kat Telford to resolve issues around temperatures in lecture theatres. ONGOINGMedic Reps to bring up the oversubscription of placements at the next course committee meeting (Croydon & St. Heliers) COMPLETED (T year will utilise NHS bursary & P year placement).Kat to bear in mind NHS Bursary & travel for T Years COMPLETEDKat to email Pippa about placements, Re: INTO. COMPLETED

Reports

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Action Point – Kat to send out the results of the Junior Doctor Contract Poll

Top 4Position: Top 4What we’ve been doing in the last month:Alice –Zone

Georgina and I promoted and judged the St George’s Trust St George’s Day Bake Off which was delicious and a great success!

I have been helping the Sports Officers with the few ticket issues they have had in relation to Sports Ball

Other Figures for all societies etc. have been sent out to committees to review. The numbers

may change but are not likely to. The report for AGM has been written. The Trading accounts for 15-16 have been finalised by the auditors, signed and

submitted Finance reports passed at AGM Chaired the Prevent Open Meeting instead of last Council – interesting discussions

about the culture and atmosphere of the SGUL community were raised. Steven and I did a presentation at SGUL Council Away Day about the engagement and

presentation issues we have to face and started discussions on how SGUL can help us. Steven and I started to plan meeting with all societies to get feedback on how they felt

the SU supported them this year – Sports Officers have already COMPLETED a good job with Sports Clubs so Steven and I have split societies/cps between us.

Had three days of annual leave – this was advertised to all societies/trading entities ahead of time so no payments were disrupted or made late.

Zone Ordering the SGSU Awards – badges, scarves etc.

Steven – Paper has gone to Space Strategy + SPARC to discuss the future of the RLSC on

behalf of University Estates and the Students’ Union Started to set up ‘procedure notes’ for the new Senior Officers/Student

Trustees as Trustees in the eyes of the bank/charity commission to avoid confusion next year

Got our Commercial Manager back – caught up on 7 months worth of events. Looking towards the future

Attended Council Away Day with Alice – made a presentation on what services the SU offers and how we face similar problems that the University does (engaging with Kingston/Postgrads etc)

Alice and I have been put onto two more top University committees to represent the student voice

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PREVENT open meeting – really successful! Open communication between the SU, University, and students

Kat – Unfortunately the Pantomime project was put on hold due to

staff leave. Working on ISUPPORT project E&D POLICY WAS PASSED AT AGM YAYAYAY Poll was released and closed. Information now being collated etc. Caught up on St Georges Award point verification. Updated the Election pack alongside Steven. Sent out all-student email re Cyber-Bullying. Tidied and sorted office out. The records are now wonderfully in order. Supported the campus good relations group with communication to students

to support them with running debate events. Baked cookies for USE YOUR SU week Added forms etc outside my office – I need to promote this on twitter and fb

etc. Have been working with University in the adaptation of Discretionary Panels. Co-organised the World Café event which ran well. Planning to do another one

for P year students. Continued confidential procedural support to students. Met with ISOC representatives to progress the ISupport scheme. Met with Webmaster regarding creation of virtual welfare clinic.

Ruth – Admin and answering questions. Organised the Prevent Open meeting Ran Use Your SU Week Typed up minutes. Communicating with societies to get the rest of the handover forms in. KT gave a verbal summary to supplement their written report. PASSED

Representation OfficersIntroductionHey guys, We’re Vafie Sheriff and Mustafa Dashti, formally known as your Representation Officers. We’re both second year biomeds who were previously first year reps. The role we’ve taken up this year is a new one as it’s an amalgamation of two previous roles (Senate + Council Elect). Our role is to attend all the SU meetings and inform you guys of what’s going on with SU throughout the year by producing reports of all meetings. We’ll be leading the year reps this year, being their first port of call for any issues that fall above their head, but feel free to contact

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us at any time – we’re super chilled out.Action pointsN/A

What have we COMPLETED since the last meeting- Attended AGM & EGM- Advertised elections to prospective year reps & students looking to run for exec.- Discussed the SU with many members of the student body, providing information about the candidates running and their manifestos, informing the student body and getting the hype train moving. - Attended Exec & Top 4/Trustee Hustings

- Elections, elections, elections- Met with students who are looking to run for our position- Met with 1st Year Physio rep (Jessica) and discussed Mums & Dads- Use Your SU Week (Cake & Curiosity)- Wrote our exec EOY reportWhat have you got coming up in the next two weeks- Hope to continue meeting to physio reps in other years to discuss the ideas of George’s families further- Meeting with Radiographer year reps to ‘get the ball rolling’ on mums and dads for them- Continue advertising elections- Continue informing the student body about candidates- Going to make a report of this meeting to take to next exec meeting- Make a report of next exec meeting for council

VS gave a verbal summary to supplement their written report. SDN: What was the meeting with physios about? VS: They currently don’t have an SU mums and dads scheme. PASSED

BSc Biomedical Science

Year 1IntroductionWe are the Year 1 Biomedical Science reps, Gabriela and SunilWho are you, what cohort do you represent?What have we COMPLETED since the last meeting-Revision/ question and answer lecture with Dr Janneh on the Alimentary tract, Dr Moffatt on Respiration and Dr Skorupski on KBF and Endocrine.-Attended Biomedical science course committee meeting and met with Dr Rutherford before the meeting to discuss issues and opinions people have with the course-Informed cohort about timetable changes through email and Facebook.-Resolved general issues with Moodle/recordings

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-Enquired about practicals’ mark distribution practical.-Promoted Exec positions that hadn’t been filled.-dealt with rescheduling of a tutorial.-obtained additional revision note from lecturers.-attended AGM and EGM.-Attended Hustings.

A summary of what you have COMPLETED since the last meeting. This should be in bullet points.What have you got coming up in the next month- We will share ABACUS and iSoc notes and revision lectures

A summary of what you plan to do by the next meeting. This should be in bullet points. No-one present to give a verbal summary. PASSED.

Year 2 No Report Received SA gave a verbal report: We have upcoming exams. The lack of research projects

were brought up at biomed committee and how some supervisors give preference to medics. The committee said there are enough projects and medics don’t get preference (based on a small sample). They are investigating supervisors with ‘entrance criteria’. Apparently they can’t prevent supervisors allocating projects before the list is published. There was a change to the OSPE at the last minute which wasn’t clear in the briefing.

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KT: The OSPE is being trialed in your year based on previous years. More notice will be given in future years.

BM: Why have they have added more questions? KT: They still make up the same number of marks. SDN: How have they found more projects? SA: It seems they have just been approaching all researchers encouraging them to

make projects. PASSED.

Year 3 No Report Received ZA gave a verbal report: We attended biomedical science committee, AGM &

SGM. The changes to the library were very difficult as they occurred in the middle of our exams. We are working on a graduation ball for our cohort.

PASSED.

iBScNot yet elected

Masters Biomedical Science

MSciIntroductionMsci Biomedical science year 3- Zoe CheungWho are you, what cohort do you represent?What have we COMPLETED since the last meeting

o Everyone has been busy with interviews for potential supervisors , the project form was due in on the First of June.

o The AGM came and went.What have you got coming up in the next month

Results day are on the 14th of July (must score over 50% to pass!) Project allocations are announced on the 8th of July ZC gave a verbal summary to supplement their written report. The supervisors for our 4th year projects have no information and neither do we. PASSED.

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MResNot yet elected

MSc Not yet elected

BSc Healthcare ScienceYear 1

No Report Received. No-one present to give a verbal summary. NOT PASSED.

Year 2Introduction

Charlie Corfield and I represent the Year 2 Healthcare Science cohort. What have we COMPLETED since the last meeting

- Online questionnaire on cohort’s feedback from individual module content and teaching.- Held revision sessions for the Instrumentation module.- Dissertation proposals have been submitted.- Received portfolio feedback and provisional results. Good communication between clinical module leaders and placement supervisors.

What have you got coming up in the next month

- Exams covering Cardiac, Respiratory and Instrumental physiology and shared teaching in SBHCS3. - Nice communication between cohort on social groups. -Will begin plans on the joint Second and Third year ball for the next academic year. No-one present to give a verbal summary. PASSED.

Year 3IntroductionWe are Chetualla Lewis, Monika Bhardva, Malaeka Batool and Sheena Gohel, the third year reps for Healthcare Science.What have we COMPLETED since the last meeting

Had our final year exam and ensured that no problems arose from this through discussion with our peers

Teamed up with Biomed final year reps to organise and advertise our graduation boat party

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What have you got coming up in the next month Ensure ourselves and our peers are prepared for the upcoming

VIVA Continue to advertise the graduation boat party and answer

questions from the cohorts invited Assist in the decoration and organisation of the boat during the day itself

No-one present to give a verbal summary. PASSED.

PhysiotherapyBSc Year 1

No Report Received. No-one present to give a verbal summary. NOT PASSED.

BSc Year 2 No Report Received. No-one present to give a verbal summary. NOT PASSED.

BSc Year 3 No Report Received. No-one present to give a verbal summary. NOT PASSED.

MScNot yet elected

Paramedic ScienceBSc Year 1Not yet elected

FdSc Year 2Not yet elected

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PgDip Physicians Associates Year 1Not yet elected

Year 2Not yet elected

MedicineINTO FoundationNot yet elected

Year 1 MBBS 6Introduction:Bihu & Malvika

What have we COMPLETED in the past month?Following the previous Senate meeting, we had a meeting with Kat and drafted two emails. One was to address the end of term date issue and one was to address the complaints and feedback we received from our placement.A meeting with Dr. Szarko and Paula was arranged a few days later, where we discussed all the issues that were raised within our cohort.The term date issue was sorted and Dr. Szarko and Paula noted down our feedback, assuring us things would improve next placement. We have also contacted 3-4 lecturers, alongside the Biomed Year 1 reps to arrange revision lecture sessions, which mainly took place on the 8th and 9th of June. We asked our cohort beforehand if they had any questions/topic that they wanted covered in specific and passed this on to the lecturer.What have we got coming up in the next month:We aim to support our cohort during exam time and help them get in contact with any lecturer they may need for any questions. We will also be there and be available for any support that may be needed after exams. No-one present to give a verbal summary. PASSED.

Year 1 MBBS 5Introduction:Johno and Sam

W hat have we COMPLETED since the last meeting:

The Usual (recordings, ensuring Power Points are put up, dealing with students queries and sorting them out)

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Promoted various events Went to AGM and EGM Attended our Course Committee meeting Lots of revising Hustings and re-running

What have we got coming up in the next month:

Exams Holidays Helping with our cohort’s queries as necessary Promoting Starting to think about Mum’s and Dad’s Continuing sorting out our hoodies and varsity jackets JH gave a verbal summary to supplement their written report. PASSED.

Year 1 MBBS 4Introduction Eleanor Cartwright, Allie Ryan, Jinnie Shinnie, MBBS4 Y1What have we COMPLETED since the last meeting1) Trying to get allocations for T year sorted early so that people can plan2) Organising having the clinical skills room open more often to practice for upcoming OSCEs3) Organising review lectures for cohort for upcoming examsINTO:

1) Organized a practice exam for MBBS4 Y1 What have you got coming up in the next month1) Continue chasing the above2) Exams and exam feedback No-one present to give a verbal summary. PASSED.

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Year 2 MBBS 6 No Report Received. No-one present to give a verbal summary. NOT PASSED.

Year 2 MBBS 5IntroductionRam Kishan Patel and Neesha SoniMBBS 5 Year 2What have we COMPLETED since the last meeting

- Solved many, endless queries about exams- Organise revision sessions- Collecting feedback- Sat on course committee meeting- Preparing for T-Year

What have you got coming up in the next month- Exams! (Any queries and problems)- Tying off 2nd year- Preparing for T-Year and related queries- Meeting with new year rep team. RP gave a verbal summary to supplement their written report. PASSED.

T yearIntroductionWho are you, what cohort do you represent?Marcella Vaselli & Agnes Okanlawon T-year MBBS5 Reps Ranvir and Anya T year MBBS4 What have we COMPLETED since the last meeting

Dealt with post exam/results questions and issues Enjoyed well deserved time off after exams Provided support and passed on questions to the admin team regarding SSCT Help answer questioned from the potential candidates for next year s T-year

rep positions A summary of what you have COMPLETED since the last meeting. This should be in bullet points.

What have you got coming up in the next month

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Attend 3rd and final course committee meting Pass on a hand over to next years reps

A summary of what you plan to do by the next meeting. This should be in bullet points. RC gave a verbal summary to supplement their written report. RP: Can we attend T Year committee please? RC: Yes. AO: Are you running for T Year reps? RP: Yes. PASSED.

P YearIntroductionP-year representatives (Jon Frost, Chloe Searle, Susana Veiga, David Trennery, Catherine Dakin)What have we COMPLETED since the last meetingWe have arranged a comprehensive series of revision lectures for the year, covering OSCE theory as well as YSKT stuff. We have also arranged bedside teaching sessions for small groups of students with a junior doctor. All lectures have been audio recorded, slides / handouts acquired and put on moodle. In addition, we have been live streaming lectures, so those on live-out placements, as well as those in Cyrpus and West Virginia can watch them too. This has been very well received.

We attended the SGSU AGM, and answered questions from students regarding our activities over the year.

We arranged for reps from Wesleyan and MDU to come to a revision lecture and talk to the students about what they have to offer to them. The brought along a vast quantity of pizzas for us all to enjoy, as a thank you.

We have arranged to the same reps to come back at the end of July, after our ACP week, with more free food for us. Also, they are funding a photographer to come and take a professional photo of the year (and we will each receive a free copy of the photo). We have also arranged a P year party on that day, so we can celebrate the end of the longest year of our lives.

We’ve continued to badger the administrators in F year about providing more information about electives, but we’re sitting hitting a brick wall with this. We will talk to whoever is the next P year rep about trying to squeeze info out about it as early as possible next year so students don’t miss out on placements because of lack of information about deadlines etc.

While all this has been going on, we have been in regular contact with students, fielding questions and troubleshooting problems. We’ve supported those who have approached us about standing for year rep, and we look forward to handing over to the successful team.

We have worked very hard to try to forge stronger connections with students at Nicosia. We are now in very regular contact with their year rep, as well as many students from the year.

I think that’s about it. It’s been a great year and we feel that in addition to honouring every single one of our manifesto pledges, we have achieved far more.

What have you got coming up in the next monthContinuing with the revision lecture series – ensuring that they run smoothly, and that they are recorded and streamed.

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Handing over to the next rep team.

Sitting and passing our end of year exams.

Sleeping / enjoying our luxury one week of holiday before F year starts. CD gave a verbal summary to supplement their written report.

KT: If you organize revision sessions, you can get a certificate to add to your CV. You can also verify that doctors provided sessions so they can get a certificate too. Apologies for the changes in Senate training dates this year.

PASSED.

F Year No Report Received. No-one present to give a verbal summary. NOT PASSED.

III. Agenda Points

IIIa. SU Elections & Handover Circles SU Election results are due out on Friday 17th June at 7pm, please advertise to your cohorts. The results will be published online afterwards. All current and new Senate and Exec members are invited to celebrate at Handover circles on the same night.

IIIb. Year Rep Handovers Each set of year reps are expected to put together a written handover for next year’s reps and email it in to secretary@su.sgul.ac.uk. You also will need to meet your successors at the handover day as set by Kat. The next year will have E&D training, more exec contact and earlier training.

ZC: When will it be because we will be away on holiday? KT: Probably in August. MKA: No-one ran for 3rd year biomed, what happens then? KT: They will be reopened and handovers will be then in November.

IIIc. Well done!!Great work this year! You have all done a good job and worked hard to represent your cohorts.

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Action Point – Kat and P Year Reps to discuss a P Year World Café Event

IV. AOB

IVa. Library Feedback AP: It is a less efficient use of space and a waste of money. SB: Now students have calmed down and got used to it, it’s not so bad but is definitely less efficient.RP: Our feedback is similar to the 1st years.CD: There is less socket access, but some positives for group study. SA: The desk space is smaller and there is more discussion so the library as a whole is louder. BM: The tables are too small to fit books, notes and laptops. RV: Senate were consulted 2 years ago and requested round tables.KT: They returned some of the old rectangular tables. I am meeting with Sue soon to discuss the feedback and how we can make it work. 1st floor Jenner Wing space is being changed to SDL and base rooms for 24/7 access to allow students to study later. AO: They have extended basement access until 8pm. RP: You can’t get in after 5pm but you are not removed until 8pm.

KT: The building work was meant to be finished by Christmas this year, but is more likely to be in the New Year. We are working with the room booking department to extend opening hours. ZC: We don’t like the tiny tables. RP: The biggest issue is the need for more charging points. KT: Rob Churn & Matt Szarko are working on more points and direct USB points. It is all in the pipe line. There are also discussions about live streaming due to copyright & lecture attendance. CD: We sold live streaming to P year committee. KT: Flipping is a concept that is being considered. It is the lecture slides, a moving arrow & the vocals but not a ‘video’ there is really good software for this at other universities. CD: One of our lecturers did that and it has been one of the best resources. KT: it is ideal as it easy to follow which vocal goes with which slide, the lecturers can double check content and people who aren’t at the lecture don’t get the benefit of the questions asked at the end. RC: Why don’t they want to do live streaming? KT: They believe it would reduce attendance. RC: Surely that would be of benefit as there are too many students anyway.KT: One of the issues is that lecturers move out of the shot which makes it difficult to study from.

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Action Point – Kat to clarify basement base room entry after hours and attempt to push back opening times to 9pm?

CD: Has there been any change in exam results, professionalism etc since recording has been brought in? KT: None. There really isn’t any proof either way at the moment. AO: The fact that there is a delay between lecture and recording/streaming/flipping may dissuade students from missing lectures. KT: Flipping is a resource we can invest in and right now, we are able to get the voice recordings but video streaming we don’t have the ability to do at the moment. RP: We put forward this idea at course committee and IT said we do have this equipment. RV: Only in some lecture theatres so it isn’t suitable for all cohorts and lectures.

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